iO Legal hold

1. Manage legal holds

Legal Hold is a legal principle which aims to place a set of files and administrative documents in a frozen state following a Court order. 

In Constellio, the principle is translated by the possibility of creating a batch of associated legal suspensions on the addition of files and documents to ensure their integrity. When a document mass is assigned this particular status, various actions will be impossible on the recordings. First, it will be impossible to modify the content or metadata there. Second, the files will be excluded from the disposal process. This means that it becomes impossible to change the archival status of files (active, semi-active and inactive) and that they will not be available in the disposal lists. However, the calculation of retention periods is not suspended. 

For example, for a file X which has an active status, an opening date of 2000-01-01 and a deadline 3-2-C. The planned transfer date is 2003-12-31.

Scenario 1: The file is placed in legal suspension on 2000-12-31 and kept in suspension until 2002-12-31. The planned transfer date remains 2003-12-31.

Scenario 2: We place the file in a legal suspension on 2002-12-31 and we keep it in suspension until 2004-12-31. The planned transfer date remains 2003-12-31. It will not be possible to downgrade the file as long as it remains in legal suspension, but once it is no longer, it will be possible to downgrade it since the scheduled date has already passed.

In order to quickly identify registrations subject to a legal suspension, you can notice that a snowflake is visible on the registration icon.

1.1 Create/manage a Legal hold batch

In order to create a legal suspension batch, you must follow these steps: 

1. In the navigation menu, click on the " Legal Holds " icon;
2. In the main navigation screen, click on the " Add " button;
3. Enter a meaningful name to designate the batch and click " Save ".

When the batch has been created, you will be able to view the batch metadata sheet. On this page, we focus your attention on two elements: the metadata sheet and the context menu. 

Items associated with a legal suspension package

1.2 The metadata sheet

On the one hand, the metadata associated with a batch is automatically generated by the solution, with the exception of the name of the suspension. Like most records created in Constellio, it is possible to add metadata to the form (see Metadata Schemas). On the other hand, it is possible to note the presence of a navigation tab named "Folders/Documents". It is in this section that it will be possible to consult the list of records associated with the lot. When configuring the “Legal  hold” metadata, it is possible to adjust its visibility to ensure that not all roles can access, see or use it. To activate this function, you must:

1. Go to the control and click on the “Metadata schema” icon;
2.  Select the type of record to modify, either folder or document.
3. Go to the “System metadata” tab, click on modify “Legal suspension”;
4.  In the metadata file you will find the option “Limit reading access to the metadata to roles”;
5.  Click on the roles where you want to limit reading access;
6. Save Changes.

   Now, only users with the roles of document management manager and administrators will be able to have access to the “Legal Hold” metadata.

1.3 Context menu

The context menu allows the user to perform seven distinct actions on a batch: 

1.4 Location to add records or documents to a legal suspension package